Office Specialist

OFFICE SPECIALIST BASIC FUNCTION: Under the direction of an assigned supervisor, perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the function or program; assist in assuring smooth and efficient office operations. REPRESENTATIVE DUTIES: Perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the function or program; assist in assuring smooth and efficient office operations. E Greet and assist visitors; initiate and receive telephone calls; screen and route calls including emergency calls; take and relay messages; explain office or program policies and procedures; provide technical information and interpretation concerning policies and procedures of assigned program or office according to established guidelines; resolve issues as appropriate. E Provide technical information for the preparation and maintenance of annual budgets; monitor expenditures and balance accounts; prepare forms, benchmarks, invoices and other related information; submit budgetary information according to established schedules. E Compose correspondence; type, format and process a variety of records and documents related to assigned activities such as conference requests, press releases, reimbursements, mileage claims, work orders, statement of absences, revolving cash invoices and requisitions; create departmental forms. E Compile information and prepare and maintain a wide variety of data and reports according to established procedures and time lines; process a variety of forms and applications pertinent to the assignment. E Maintain office and departmental records and files; sort, file and purge materials according to established procedures; release information from files and records to authorized personnel and outside agencies as appropriate. E Input a wide variety of information into computerized database and generate a variety of reports and lists; assure the timely distribution and receipt of a variety of records, logs and reports; request or provide information as necessary to assure completeness and accuracy. E Inventory, order, receive, store and distribute office and departmental supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments. E Locate substitute staff as assigned by the position; identify location and hours required and inform substitutes; order, issue and retrieve keys for substitute personnel; process related paperwork; post absences; maintain related records. E Prepare administrative correspondence, reports and agendas for meetings and conferences with local, regional, and State agencies; attend meetings, in-service trainings and conferences as assigned; maintain rosters, facility use schedules and activity calendars; make travel arrangements. E Assist the supervisor with the administration and operation of programs and activities; maintain current knowledge of program policies, rules and guidelines; assist in the preparation of request for proposals, contract applications and State and federal grants as directed. E Review records according to program guidelines to assure continued eligibility of program participants; receive and verify applications for program services such as bus passes; receive and review applications to assure compliance with program guidelines; recommend eligible program participants. E Prioritize and distribute work order requests to appropriate trades personnel as assigned by the position; prepare and distribute reports regarding status of open work orders. E Participate in various attendance-related duties as assigned by the position; collect and scan attendance sheets; calculate, prepare and maintain attendance reports and lists according to established procedures and timelines; maintain student database system regarding attendance information. E Operate a variety of office equipment including a fax machine, copier and a computer and assigned software. E Receive, open, sort, screen and distribute incoming mail; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs. E Collect and account for various monies and fees for assigned office; prepare bank deposits; maintain related accounting records; communicate with Finance and Purchasing departments regarding invoices and contractor payments. E Train and provide work direction and guidance to clerical staff and student assistants as assigned by the position; assist with recording and computing time sheets as assigned. E Assist with a variety of seasonal program activities as directed; prepare, assemble and update instructional materials and forms; assist supervisor with staff organization and other activities. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Operations, procedures, specific rules and precedents of the office. Telephone techniques and etiquette. Appropriate terminology of assigned function or program. Correct English usage, grammar, spelling, punctuation and vocabulary. District organization, operations, policies and objectives related to assigned functions. Applicable sections of State Education Code and other applicable laws. Interpersonal skills using tact, patience and courtesy. Oral and written communications skills. Operation of a computer and assigned software. Train and provide work direction to others. ABILITY TO: Perform specialized and complex technical and administrative clerical support duties. Interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures. Provide technical information and interpretation concerning policies and procedures of assigned program or office. Answer telephones and greet the public courteously. Establish and maintain office and departmental records and files. Type or input data at an acceptable rate of speed. * Compile, assemble, verify and prepare data for records and reports. Compose correspondence and written materials independently. Work independently with little direction. Train and provide work direction and guidance to others. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines. Plan and organize work. Add, subtract, multiply and divide quickly and accurately. Operate a variety of office equipment including a computer and assigned software. Complete work with many interruptions. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and three years of responsible clerical experience involving frequent public contact. SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS: * This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. A typing test will not be given. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person and on the telephone. Seeing to read a variety of materials. Sitting for extended periods of time. Bending at the waist, kneeling or crouching to file materials.